Everything You Need to Know About Office 365 Journal Archiving

Office 365 was beta tested back in October 2010. It was then fully launched on June 28, 2011. Ever since, it has been one of the essential tools used in many industries. It comes with several features. As such, if you want to get more out of your subscription, you should definitely learn more about how it works.

Some of the top features of the business 365 package include productivity apps like MS Word and PowerPoint, communication apps like Yammer and cloud storage such as OneDrive. More importantly, as a business owner, you should use Microsoft’s customized solutions.

Why should you consider email archiving?

The archiving solution of Microsoft allows business owners like you to keep a large number of emails. It’s perfect if you need such emails for future use or reference. Businesses, especially those belonging to the financing and legal sector need to archive emails because these might contain relevant information required by the company.

For many companies, emailing can be the primary medium used for internal communication. As such, some emails might contain a list of procedures, essential company documents and other valuable information. By making sure that you have an email archiving solution in place, you and your team don’t have to worry about losing valuable pieces of data just because you accidentally deleted the emails.

Also, archiving emails is required for statutory regulation compliance. Many industries, including healthcare, energy, financial and legal sectors need to secure and retain email for litigation support, streamlined data retrieval, and intellectual property protection. Archiving emails is also crucial for companies that prioritize building an organized knowledgebase.

How does it work?

By using software solutions such as Office 365 Archive, you can store a large bulk of emails according to how you received them. To improve user access, the emails are uploaded into an indexed read-only format, but they will appear exactly the same as how they currently appear in your inbox.

An automated archiving solution extracts the content plus any attached documents into the OneDrive account. The archiving tool comes with a sophisticated search function so that you can quickly locate an email based on the sender, email subject and time of day sent.

Backup vs archiving

Take note that email backup and archiving are two different things. The main difference is that an archiving system allows you to keep the entire content of the message. Backup functions, in most cases only enables you to store the emails and it doesn’t come with an advanced search function.

Essentially, email backup is just for short-term data insurance while archiving allows you to keep your data organised and easy to retrieve for a long time. With archiving, you can safeguard one of the most valuable assets of your company – data.

If you need to archive emails for your business, make sure to choose a seasoned and well-established company. This way you’re completely ensured that your data remains protected for a long time.